Group Manager

Last Revised:       Written by Veloxity CRM    Time Estimate: About 3 minutes to read. Version 2.0

Using Group Manager (00:05:52)

Contents

What is Group Manager? 

Definition

Group Manager enables you to create custom groups of users in Veloxity CRM.

Secure your data by configuring the Data Type Access Privileges and System-Level Privileges needed by each Group.

For example, your System Administrator may play a different role and need different privileges than your Sales Rep.  Create a group for Administrators and a group for Sales Reps and set up the appropriate privileges.

How can I use Group Manager?

Use Group Manager to restrict data and system access by creating Groups allowing users to only access what they need.

Restricting access both protects the data and doesn’t confuse users with unneeded options.

Where can I find Group Manager?

Group Manager is located in Veloxity App Setup.

From the Main Menu, click My Profile > App Setup > Group Manager

Navigating Group Manager

Group Manager is arranged as follows:

  • User Groups are on the left.
  • Users are in the middle.
  • System Privileges and Data Type Access configurations are on the right.

You are looking at a screenshot of Group Manager:

Figure 1. Group Manager.

How can I use Group Manager?

What is Multi-Group Membership?

  • Multi-group membership allows users to effectively manage their various roles within a company through customized grouping.
  • Individual Users can be assigned to multiple Groups but only one Group is active at a time within a tab.

Tip: To work with multiple groups at one time, open multiple tabs and enable a different group in each tab.

For example, some businesses create a group for Administrators and a group for Sales. When working with Product Management, the Sales group is configured to receive read-only access to Products. The Sales Group can see the Products, but they cannot make changes. The Administrator Group, on the other hand, is configured to receive full access to create and delete Products. In addition to read access, the Administrator Group has edit, delete, search, and create access. Through Multi-Group Membership, a user can belong to both the Administrative Group and the Sales Group. 

How can I add a new user group?

  1. Click Add Group to add a new group to Veloxity CRM.

  2. Name the Group.

  3. Edit Group information. Select the users who will be part of this group. Use the selection method most efficient for you: 

    • Use the check interface to check users who are part of the group. Use Filter to quickly find users to add.

    • Click the double arrows to switch to a dual list view. Here you can drag and drop users, or use the arrow buttons to add users.

  4. Configure system privileges and data type access privileges. Use the check interface to  select privileges to assign to the group. (Access control privileges are discussed in detail below).

  5. Click Save.

How can I delete a user group?

  1. Click the row number of the User Group you want to delete.

  2. Click Delete Group to delete selected existing group(s) from Veloxity CRM.

  3. Click Save.

How can I edit a user group?

Selecting a User Group allows you to view and edit the group configuration.

  1. Click the row number of the User Group you want to edit.

  2. Edit information.

  3. Click Save.

How can I copy a user group?

After configuring a New User Group, if you have a similar group to add, you can save time by using Copy Group. 

  1. Click the row number of the User Group you want to copy.

  2. Click Copy Group.

  3. New Group named Copy of Group Copied is generated.

  4. Click the row number of this New Group.

  5. Edit information. 

  6. Click Save.

How can I Hide Quick Search?

Quick Search enables searching for Data Records and Documents across the entire Veloxity CRM system.

While you probably don’t want to hide Quick Search for most users, hiding quick search is helpful if you have external users using the system.

Consider creating a group for external users that hides the Quick Search so they can’t access data they shouldn’t see.

  1. Click the row number of the User Group for which you want to disable Quick Search.
  2. Click Hide Quick Search.
  3. Click Save. 

How can I setup a group as the Default Group for New Users?

You may want to set up a default group for new users. 

  1. Click the row number of the User Group you want to select as the Default Group for New Users.

  2. Click Default Group for New Users.

  3. Click Save.

Setting Up Data Security in Group Manager

Definition

Configure the specific System-Level Privileges and Data Type Access Privileges for each group.

How can I setup System-Level Privileges?

  1. Click the row number of the User Group where you want to configure System Privileges.

  2. Click System Privileges to open selection panel.

  3. Click the System Privileges you want to enable for the selected group. (See below for description of privileges.)

  4. Click Save. 

System Privileges

 Description
Data Type and Data Field Administration

Grants permission to use Data Designer and customize data types and data fields in the system.
User and System Administration Grants permission to access User Manager and to add and modify users in the system. 
User Group Management

Grants permission to access Group Manager and to create, edit, delete user groups. 

Note that users who are given User Group system privileges have the ability to give themselves and others universal access to all data type privileges.
Theme and Layout Management Grants permission to use Theme Manager. 
Universal Access to Data Records Grants permission to access all of the data records in the Veloxity CRM system.
Chart and Search Administration Grants access to Chart and Search Administration.
Pick List Administration Grants permission to create or modify system pick lists. 
Document Management Grants access to Document Management.
Comments Moderator Grants permission to register data record comments.
Email Template Management Grants permission to administer Email templates.
Parent Assignment Rule Management Grants permission to use the Lead Assignment and Owner Assignment configuration tools. 


How can I Setup  Group-Level Data Type Access Privileges?

Data Type Access is defined on two broad levels:

Universal Access: Universal Access is the highest-level definition of data type access control. Universal Access enables the Group to view all data records in the system.

  1. Select Enable Universal Access to Data Records on System Privileges. 
  2. Click Save.

Group Level Access: Groups are defined as having default access to specific data types. The specific levels of access include Read, Edit, Relation, Delete, Search, Create.

  1. Click the row number of the User Group where you want to configure Data Type Access Privileges.

  2. Click Data Type Access to open the selection panel.

  3. Click the Data Type Access Privileges you want to enable for the selected group.

  4. Click Save. 

Tip: Visit Group Access in Data Designer to learn how to further configure Group Access by individual Data Field.

Data Type Access Privileges Description
Data Type Accounts, Activities, Bundle Manager, Contact Roles, Contacts, Emails, Files, Leads, Opportunities, Opportunity Stage, Products, Product Bundles, Quote Items, Quotes, Sales Divisions, Sales Quotas, Users.
Read Read allows access to read records.
Edit Edit allows access to edit and make changes to records.
Relation

Relation allows access to link or relate one record to another.

Relation is often used in tandem with Create. A user who has access to Create a new record often needs the ability to relate the new record to another data type. For example, if a user creates a new contact record (create access privilege), then the Contact could be linked to a particular Account if the user has the Relation access privilege. 
Delete

Delete allows access to delete records.

You generally want to restrict delete access to prevent someone from accidentally deleting information from the system.
Search Search allows access to searching data records and viewing the results.
Create

Create allows access to create records.

Create is often used in tandem with Relation. A user who has access to Create a new record often needs the ability to relate the new record to another data type. For example, if a user creates a new contact record (create access privilege), then the Contact could be linked to a particular Account if the user has the Relation access privilege.